Contact File Advice

I spent a lot of time recently working on issues that can effect the Contact File database and looking at how the Contact File database is used by existing customers. Here is a list of suggestions I compiled:

- Use the First Name and Last Name fields correctly. The First Name field should only be used for people not companies. If the company name is too long to fit in the 30 character Last Name field, abbreviate it. Splitting a company name between first and last name makes it very difficult to search for since searching is only on Last Name field. While you may know how to find it, future users won't.

- One Contact record per person or company. Do not put two names in one Contact File record. The whole point of the Contact File database is that you can link as many contacts as desired to a given property. Create separate records for each name. Do not combine spouses as one record. You can designate only record with the "Owner" relationship but you can link as many "Co-owners" as you like.

- Do not leave the Last Name field blank. You can't search for a record with a blank last name.

- Do not create a Contact record called "Rental" or "Vacant." Use the Status or Existing Use fields to designate rental or vacant parcels.

- Do not create a Contact record called "Occupant" or "Current Resident." There is a better way to accomplish whatever it is you are trying to accomplish.

- Don't link the same Contact record to the same Property record twice even if that Contact has more than one relationship to the property. For example, do not link a Contact to a Property as the "Owner" and then again as the "Occupant." If the Contact is linked as the "Owner" and has the same address as the Property then he is also an occupant. You don't have to link twice to establish that.

- It should not be possible to designate two "Owner" relationships for one Property record. I have seen it happen however. If it happens in your system then you should change the relationship for one of the Contacts. Or drop one of the links if the same Contact is linked as "Owner" twice. The same applies to the "Occupant" relationship and the "Extra" relationship. Any other kind of the relationship can be duplicated, just not these three.